University of Oregon Libraries
University of Oregon Libraries

Confidential Recycling: What You Need to Know

  1. It's the Law. The University is required to protect the privacy of all students and employees. Under Oregon State Law the University must safely destroy confidential materials (OAR #166-030-060(2)).
  2. You and your Department must comply. The University has contracted with Iron Mountain for pick-up, shredding, and pulping of all confidential materials. It is very important that every department and employee of the University is in compliance with the law, or you could be held personally liable.
  3. If you do it yourself, you pay for it yourself. Pre-shredding of confidential materials is permissible under state law. However, should you choose this option, please be advised that your Department must pay the cost of pickup. The secured unshredded materials program is the University's preferred and cost-effective solution.
  4. The Archives is responsible for all official university records. The Electronic Records Archivist can answer questions about confidential records and related Oregon laws. Archives is part of the Library, which administers the University's Confidential Recycling contract. Note that the Library cannot store, move, or otherwise handle these materials, but can answer questions about the contract.

Who to Call:

  • To request pickup or a lockable security cart: Iron Mountain 503-223-9770 X232 (Frank LaPointe) or FRANK.LAPOINTE@ironmountain.com
  • Iron Mountain is available on Mondays, Wednesdays and Thursdays.
  • For more information on Iron Mountain services: www.ironmountain.com
  • Questions on Confidential Records and the OAR: Erin O'Meara, Electronic Records Archivist, 346-1905

What the contract covers:

Pick up, shredding, and pulping of confidential materials as required by Oregon State Law. Materials are maintained in secure conditions until they are pulped. Unlike shredded materials, pulped documents cannot be reassembled.

**NEW** If you have non-paper based materials that store confidential records, you need to make a separate appointment with Iron Mountain to dispose of these records. Keep them in a separate container from the paper records.

What the contract does not cover, and thus your Department must pay for itself:

  • Pickup of pre-shredded confidential material
    • Billing for pick up and destruction will be invoiced to the department of origin
    • For pre-shredded materials there is a $40 per trip minimum.

Departmental responsibilities prior to the pick up of Confidential Recycling:

  • Designate a member of the department to be the official liaison and contact person for confidential recycling.
  • Keep materials in a locked toter, or place the unlocked toter or boxes in a locked room or closet.
  • Provide access for Iron Mountain to the locked storage area so that the materials can be picked up. Iron Mountain will be on campus only on Mondays, Wednesdays, and Thursdays. Departments must call Iron Mountain in advance for a pick up on those days
  • Arrange for pickup only when accumulation of Confidential Recycling materials reaches two (2) full 64 gallon carts, or a minimum of sixteen (16) full boxes of material. (A box is equivalent to those that hold copier paper.) If your Department produces very little confidential materials, work with other departments in your building to coordinate collection and/or pick up of materials.
Maintained by: E. O'Meara, erino@uoregon.edu
Last Modified: 08/12/2008